IFB_S91012439_Transription_Services.pdf

State of California Department of Corrections and Rehabilitation

May 1, 2025

INVITATION FOR BID (IFB)

IFB No. S91012439

TRANSCRIPTION SERVICES

Notice to Prospective Contractors

The California Prison Industry Authority (CALPIA) invites you to review and respond to this Invitation for Bid (IFB), entitled TRANSCRIPTION SERVICES, IFB NO. S91012439. In submitting your bid, you must comply with the instructions found herein and the Bidders Instructions REV-524 located on the CALPIA website (www.calpia.ca.gov, select About tab and then Doing Business with CALPIA).

In the opinion of CALPIA, this IFB is complete and without need of explanation. However, should you have questions, or need clarifying information, please contact the Contract Analyst indicated below.

Due Date/Time: May 15, 2025, by 3:00 PM CALPIA Contact SUBMIT BID TO:

Quica Teames, Contract Analyst Phone: (916) 358-2756

Email: Quica.Teames@calpia.ca.gov

California Prison Industry Authority Attention: Quica Teames, Contract Analyst

560 East Natoma Street Folsom, CA 95630

Please note that no verbal information given will be binding upon the CALPIA unless such information is issued in writing as an official addendum to this IFB.

Term: The CALPIA anticipates that the proposed contract term will be for a period of three (3) years.

The contract award will be made on the basis of BEST VALUE as determined by CALPIA alone, under statutory authority (Penal Code 2808) considering the following criteria:

1. Cost: Fair, reasonable, and competitive price, and customer service commitments for goods and or services.

2. Performance: Past performance, including but not limited to, quality and/or reliability for the product or service as well as efficient billing practices; certification by the International Organization for Standardization (ISO).

3. Experience: Length of time and/or number of instances the bidder has offered or produced the requested type of product and/or service.

CALPIA may consider other factors deemed necessary to ensure that best value is achieved.

California Prison Industry Authority (CALPIA) IFB No. S91012439 Transcription Services

In the interest of achieving best value, CALPIA does not grant Small Business, Disabled Veteran Business Enterprise (DVBE), Target Area Contract Preference Act (TACPA), Local Agency Military Base Recovery Act (LAMBRA), or Enterprise Zone Act (EZA) preferences in evaluating bids.

Employment of ex-offenders by the bidder is encouraged by CALPIA as part of our ongoing mission to change lives through opportunities.

Any agreement resulting from this solicitation shall be of no force or effect until it is signed by both parties and approved by CALPIA. The Contractor is not to begin work until a contract has been made, all approvals have been obtained, and the contract has been fully executed. Should work begin before all approvals are obtained, services shall be considered voluntary.

California Prison Industry Authority (CALPIA) IFB No. S91012439

TABLE OF CONTENTS

SECTION PAGE

A. Purpose and Description of Service 4

B. Bid Information 4

C. Bidder’s Submittal Requirements 5

D. Bid Evaluation 6

E. Licenses and Permits 6

F. Standard Language 6

G. Bid Attachments 6 Attachment 1: Bid Document Submittal Check List 7 Attachment 2: Sample Standard Agreement (STD 213), Statement of

Work and Payment Provisions

Attachment 3: Cost Sheet 16 Attachment 4A: Payee Data Record (STD 204) 18 Attachment 4B: Payee Data Record Supplement (STD 205) 20 Attachment 5: Darfur Certification 22 Attachment 6: Appropriate Attire Policy 23 Attachment 7: Experience/Past Performance (References) 25 Attachment 8: Contractor Certification Clauses (CCC’s) 26 Attachment 9: PREA Volunteer/Contractor Information Sheet 30 Attachment 10: Economic Sanctions Certification 33

Bid Submittal Documents:

Attachment 1: Bid Document Submittal Check List 1 page Attachment 3: Cost Sheet 1 page Attachment 4A: Payee Data Record (STD 204) 2 pages Attachment 4B: Payee Data Record Supplement (STD 205) 2 pages Attachment 5: Darfur Certification 1 page Attachment 7: Experience/Past Performance (References) 1 page Attachment 8: Contractor Certification Clauses (CCC’s) 4 pages Attachment 9: PREA Volunteer/Contractor Information Sheet 3 pages Attachment 10: Economic Sanctions Certification 1 page

Bidder Instructions and Contract Provisions:

Bidders Instructions REV-524* 10 pages General Provisions REV-0524* 21 pages Security Provisions REV-0325* 5 pages Travel Provisions REV-1024* 2 pages

NOTE: Items shown with an Asterisk (*), are hereby incorporated by reference and are located on our website at the following link http://www.calpia.ca.gov select About tab, then select Doing Business with CALPIA.

California Prison Industry Authority (CALPIA) IFB No. S91012439

A. Purpose and Description of Service

The California Prison Industry Authority (CALPIA) requires Transcription Services to be performed at locations throughout the State of California and/or virtually.

Refer to the Sample STD 213, Statement of Work and Payment Provisions, attached to this IFB as Attachment 2.

CALPIA reserves the right, before the conclusion of the contract term to extend the contract for an additional one-year period. A written and approved amendment will be required to extend the contract prior to contract expiration.

B. Bid Information

1. Time Schedule

It is recognized that time is of the essence. All bidders are hereby advised of the following schedule and will be expected to adhere to the required dates and times. All times are Pacific Standard Time (PST)/Pacific Daylight Time (PDT).

*estimated timeframes

2. Bid Submittal

Bids must be received via U.S. Mail, common carrier, or hand delivered; no other method of response will be accepted. Bids not submitted under sealed cover may be rejected. Submit one (1) copy of the bid to the address and Contract Analyst on page 1 of this document. The interior sealed envelope must be plainly marked with the IFB number and title, must show your firm name and address, and must be marked with “DO NOT OPEN”, as shown in the following example:

EVENT DATE

TIME

(Pacific STD /Daylight Time)

IFB available to prospective bidders May 1, 2025 Final Date for Bid Submission/Bid Opening May 15, 2025 By 3:00 PM Successful Bidder Letter and Posting of Intent to Award* May 16, 2025 5:00 PM Last Day to Appeal Intent to Award* May 22, 2025 5:00 PM Proposed Start Date of Agreement* June 1, 2025

Company Name Company Address

IFB Number: S91012439 IFB Name: Transcription Services Attention: Quica Teames

BID SUBMITTAL – DO NOT OPEN

California Prison Industry Authority (CALPIA) IFB No. S91012439

C. Bidder’s Submittal Requirements

Experience: Contractor must provide proof of three (3) years of experience with services similar in nature to the services identified in the attached Scope of Work. Experience will be determined by documentation submitted by the Contractor and further information provided by the references submitted under the Past Performance requirement below. Experience is defined as the kind and amount of work a Contractor has done relevant to the work contemplated by this procurement.

Past Performance: Contractor will be evaluated on prior performance through Contractor’s references (Attachment 7), on three (3) projects similar in nature within the last three (3) years.

Past performance is defined as the Contractor’s record of conforming to standards of good workmanship; Contractor’s record of forecasting and controlling costs; Contractor’s adherence to contract schedules, including the administrative aspects of performance; Contractor’s history of reasonable and cooperative behavior and commitment to customer satisfaction; and the Contractor’s business-like concern for the interest of the customer.

Licenses/Permits: The Contractor shall provide copies of all required license(s) and permit(s) as required by the city, county, or both as determined by bidder’s place of business.

Executive Order N-6-22 – Russia Sanctions:

CALPIA requires Bidders to include a completed Economic Sanctions Certification form (BSS- F069) as required by Executive Order N-6-22 in order to be eligible to conduct business with the State of California.

Executive Order N-12-23 – Generative Artificial Intelligence (GenAI):

The State of California seeks to realize the potential benefits of GenAI, through the development and deployment of GenAI tools, while balancing the risks of these new technologies.

Bidder / Offeror must notify the State in writing if it: (1) intends to provide GenAI as a deliverable to the State; or (2), intends to utilize GenAI, including GenAI from third parties, to complete all or a portion of any deliverable that materially impacts: (i) functionality of a State system, (ii) risk to the State, or (iii) Contract performance. For avoidance of doubt, the term “materially impacts” shall have the meaning set forth in State Administrative Manual (SAM) §

4986.2 Definitions for GenAI.

Failure to report GenAI to the State may result in disqualification. The State reserves the right to seek any and all relief to which it may be entitled to as a result of such non-disclosure.

Upon notification by a Bidder / Offeror of GenAI as required, the State reserves the right to incorporate GenAI Special Provisions into the final contract or reject bids/offers that present an unacceptable level of risk to the State.

California Prison Industry Authority (CALPIA) IFB No. S91012439

Government Code 11549.64 defines “Generative Artificial Intelligence (GenAI)” as an artificial intelligence system that can generate derived synthetic content, including text, images, video, and audio that emulates the structure and characteristics of the system’s training data.

D. Bid Evaluation

Award of a contract resulting from this IFB will be based on the contractor providing the best value. The Contractor must meet or exceed the minimum requirements of the following criteria:

Category – Description Cost Past Performance Experience

E. Licenses and Permits

During the term of the contract, the Contractor must maintain all required licenses and/or permits in full force and effect. If and when the State learns that the Contractor has failed to do so, the State may, in addition to any other remedy it may have, immediately terminate this contract without any cost or liability to the State. If, after bid submission, the Contractor replaces or renews a required license or permit or obtains a newly-applicable license or permit, the Contractor shall provide the State with a copy of the renewed or replaced or newly-obtained license or permit within 20 days following the Contractor's receipt of same.

F. Standard Language

CALPIA does not accept alternate contract language from a prospective contractor. A bid with such language will be considered a counter proposal and will be rejected. CALPIA’s General Provisions (GP’s) are not negotiable.

G. Bid Attachments

Refer to the following pages for additional required attachments that are a part of this IFB.

ATTACHMENT 1

BID DOCUMENT SUBMITTAL CHECK LIST

A complete bid or bid package will consist of the items identified below.

Complete this checklist to confirm the items listed below have been included in your bid. Place a check mark or “X” next to each item that you are submitting. For your bid to be responsive, all required attachments must be returned. This checklist should be returned with your bid package.

NAME OF BIDDER:

COMPANY NAME:

Attachment Name/Description

_____ Attachment 1: Bid Document Submittal Check List

_____ Attachment 3: Cost Sheet

_____ Attachment 4A: Payee Data Record (STD 204) NOTE: If company is incorporated, Payee’s Legal business name on the STD 204 must match the name registered with the Secretary of State of California.

_____ Attachment 4B: Payee Data Record Supplement (STD 205) NOTE: For use if additional remittance addresses are needed or if additional authorized representatives need to be identified.

_____ Attachment 5: Darfur Certification

_____ Attachment 7: Experience/Past Performance (References)

_____ Attachment 8: Contractor’s Certification Clauses

_____ Attachment 9: PREA Volunteer/Contractor Information Sheet

_____ Attachment 10: Economic Sanctions Certification

STATE OF CALIFORNIA

STANDARD AGREEMENT ATTACHMENT 2

STD 213 (Rev 6/21/06) AGREEMENT NUMBER

S91012439

REGISTRATION NUMBER

TRANSCRIPTION SERVICES

1. This Agreement is entered into between the State Agency and the Contractor named below:

STATE AGENCY'S NAME

CALIFORNIA PRISON INDUSTRY AUTHORITY

CONTRACTOR'S NAME

TBD

2. The term of this Month Day, 2025 or upon approval, whichever is the later, through Month Day, 2028Agreement is:

3. The maximum amount $ of this Agreement is: Dollars and No Cents

4. The parties agree to comply with the terms and conditions of the following exhibits that by this reference made a part of the Agreement.

Attachment 2 - Statement of Work and Payment Provisions 7 pages

Attachment 3 - Cost Sheet 2 pages

General Provisions REV-0524* 21 pages

Security Provisions REV-0325* 5 pages

Travel Provisions REV-1024* 2 pages

NOTE: Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached These documents can be viewed at http://www.calpia.ca.gov, (select About tab, then select Doing Business with CALPIA).

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

CONTRACTOR

CONTRACTOR’S NAME (if other than an individual, state whether a corporation, partnership, etc.)

BY (Authorized Signature) DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

STATE OF CALIFORNIA

AGENCY NAME

California Prison Industry Authority BY (Authorized Signature) DATE SIGNED(Do not type)

PRINTED NAME AND TITLE OF PERSON SIGNING

ADDRESS

560 East Natoma Street Folsom, CA 95630

PRINTED NAME AND TITLE OF PERSON SIGNINGPRINTED NAME AND TITLE OF PERSON SIGNING

or upon approval, whichever is the later, throughor upon approval, whichever is the later, through Month DayMonth Day, 2028

4. The parties agree to comply with the terms and conditions of the following exhibits that by this reference made a part 4. The parties agree to comply with the terms and conditions of the following exhibits that by this reference made a part

Items shown with an Asterisk (*), are hereby incorporated by reference and made part of this agreement as if attached hereby incorporated by reference and made part of this agreement as if attached http://www.calpia.ca.govhttp://www.calpia.ca.gov,,http://www.calpia.ca.govhttp://www.calpia.ca.govhttp://www.calpia.ca.gov (select (select About About tab, then tab, then

IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.

CONTRACTORCONTRACTOR

(if other than an individual, state whether a corporation, partnership, etc.)(if other than an individual, state whether a corporation, partnership, etc.)

(Authorized Signature)

ADDRESSADDRESS

STATE OF CALIFORNIASTATE OF CALIFORNIA

AGENCY NAMEAGENCY NAME

California Prison Industry AuthorityCalifornia Prison Industry Authority (Authorized Signature)(Authorized Signature)

NAME AND TITLE OF PERSON SIGNING

ATTACHMENT 2

STATEMENT OF WORK AND PAYMENT PROVISIONS

I. STATEMENT OF WORK

1. Contractor agrees to provide the California Prison Industry Authority (CALPIA) and the Prison Industry Board (PIB) with transcription services located throughout the State of California and/or virtually.

A. The Contractor shall furnish all labor, including travel and per diem, materials, non-consumable supplies, parking fees and bridge tolls, insurance, transportation, equipment and every other item of expense necessary to perform services.

2. The services shall be performed at:

A. Various locations throughout the State of California.

B. Remotely at the Contractor’s place of business.

3. The services shall be provided Monday through Friday, except State holidays, at times convenient to CALPIA, the PIB, and the public hearing schedule provided by the CALPIA.

4. Service shall be available not later than the express date set by CALPIA and the Contractor, after all approvals have been obtained, the agreement is fully executed, and a Sage X3 Tracking Number is issued. Should the Contractor fail to commence work at the agreed upon time, the CALPIA, upon five (5) days’ written notice to the Contractor, reserves the right to terminate the agreement effective immediately. In addition, the Contractor shall be liable to the CALPIA for the difference between Contractor's bid price and the actual cost of performing work by another best value contractor.

5. The Project Representatives during the term of this agreement will be:

State Agency: Contractor:

Section/Unit: Section/Unit:

Attention: Attention:

Address: Address:

Phone: Phone:

Email: Email:

Note: No formal amendment of this agreement is needed to change the contact information. Changes will be made by written or electronic notification.

6. Contractor shall furnish to the CALPIA a certificate of insurance, stating that there is Commercial General Liability, Worker’s Compensation, and Automotive Liability. The certificate of insurance shall include the following three (3) provisions in their entirety:

A. The insurer will not cancel the insured’s coverage without 30 days prior written notice to the State and will provide the State with a written 10-day notice for Contractor’s non-payment of premiums.

B. Under Contractor’s General Liability and Automobile Liability insurance CALPIA and the State of California, its officers, agents, employees, and servants are included as additional insured, but only insofar as the operations under this contract are concerned.

C. The State will not be responsible for any premiums or assessment of the policy.

7. The Contractor shall provide the following:

A. TRANSCRIPTION SERVICE REQUESTS

i. The Contractor shall only accept service requests from the CALPIA Project

Representative, or designee.

ii. For virtual meetings, transcription service requests and attached digital files will be submitted by the CALPIA Project Representative, or designee.

B. TRANSCRIPTION PRODUCTION

i. The Contractor shall arrive at the designated location with sufficient time to set up all equipment before the scheduled public hearing, board meeting, or other meeting as needed.

ii. The Contractor shall transcribe from digital recordings provided by CALPIA, verbatim of public hearings, board meetings, and other meetings as needed throughout the term of the contract.

iii. The Contractor shall complete transcripts within the number of working days identified in the CALPIA request for transcription.

iv. The Contractor shall perform accurate transcription of CALPIA provided audio and/or video of public hearings, board meetings, and other meetings as required.

v. The Contractor is responsible for ensuring the accuracy of all transcripts prior to the delivery to the CALPIA. The Contractor shall review all final transcripts for identification and correction of critical errors, proper transcript format and page numbers.

a. Critical Errors are defined as follows:

1. Incorrect text (including typographical errors)

2. Missing text

3. Incorrect use of words, names or titles

4. Incorrect page numbering

C. TRANSCRIPT PREPARATION

i. The Contractor shall prepare all transcripts in accordance with the following criteria, pursuant to Division 24 of Title 16 of the California Code of Regulations, unless otherwise requested by the CALPIA Project Representative, or designee:

a. A minimum of 25 text lines per page.

b. Five (5) space indent, including Exhibit listings.

c. 1-1/2” margins (a minimum of 56-character spaces per line, time stamping no fewer than 52).

d. Exhibits shall be maintained by the CALPIA and originals shall not be released to the Contractor.

e. The Title Page shall contain the case caption, case number, type of proceeding or hearing volume number, date, location of proceeding, and transcriber’s name.

f. The Witness Index shall identify the witness, type of examination (e.g. direct, cross, redirect, re-cross or rebuttal), and page number at which each witness testifies, or identify speakers and page number at which each speaker testifies.

g. The Exhibit Index shall identify documents with enumeration and description, state the page in the transcript it was introduced and the page on which it was submitted.

h. The beginning time of proceeding shall be noted at the top of the first page of text and concluding time shall be noted on the last page after the last line of text.

i. The Contractor’s transcriptionists shall attach a Transcriptionist Certificate to all final transcripts certifying the accuracy of the transcripts, but which is not a billable page and shall not be included on the invoice.

D. TRANSCRIPT DELIVERY

i. The Contractor shall adhere to all transcript delivery instructions provided by the

CALPIA Project Representative, or designee.

ii. The Contractor shall deliver transcripts to the customer as requested on the transcript delivery order form from date of request. Late transcripts shall be assessed as a monetary late processing fee equal to 10% of the transcript value per day for each day late, starting the first day after the original due date. The late processing fee shall be reflected on the invoice submitted to the CALPIA or the late processing fee may be subtracted from the invoice by the CALPIA.

iii. The Contractor shall make available via encrypted email delivery, secured FTP, or a secured website, computer readable copies of the official transcript in Word, WordPerfect, e/index. PDF format, or ASCII, or as otherwise specified.

iv. The files shall be readable on a computer running Microsoft Windows, or as otherwise specified.

v. The files shall contain upper/lower case text that is 100 percent equivalent

(excluding line numbers) to the official transcript.

E. TRANSCRIPTIONIST QUALIFICATIONS

i. The Contractor shall provide the names, certifications (when applicable), and resumes for transcriptionists when requested by the CALPIA Project Representative, or designee.

ii. Transcriptionist resumes shall include:

a. Summary of similar work performed.

b. Copy of Transcriptionist’s Certified Transcriber Certificate (as applicable).

c. Type of transcriptions performed (i.e. hearings, depositions, etc.).

iii. The CALPIA Project Representative, or designee, reserves the right to reject any

Contractor proposed transcriptionist personnel at any time.

F. MAINTENANCE OF RECORDS AND RETRIEVAL

i. The Contractor agrees to maintain the security of all shorthand notes, records, tapes, transcripts, and correspondence, pursuant to the CALPIA Security Provisions. The Contractor shall retain all notes to include, electronic tape and/or disk, for one (1) year. Storage of said records must be maintained in a protected environment. Copies of electronic files shall be stored in a separate back-up facility.

ii. The Contractor shall provide transcripts, upon request at any time during the one

(1) year period of note retention. An order for a transcript can be placed via phone, U.S. mail, fax, or electronic mail.

iii. The Requesting Agency shall define the delivery timeframe of the certified transcripts. The Contractor shall provide expedited transcript service, upon request, which may include the same or next-day service.

iv. The CALPIA maintains ownership of any transcripts prepared under this

Agreement. Any transfer or sale of transcripts is strictly prohibited without the express written permission of the CALPIA Project Representative, or designee.

v. The Contractor shall be bound to strict confidentiality pertaining to hearing or deposition transcripts. Any violation discover in this area shall be subject to legal action and/or termination of this Agreement.

vi. The Contractor shall notify the CALPIA of any security incident(s), immediately upon discovery via phone and follow up electronic correspondence.

vii. The Contractor is in agreement that the Data owner has the right to participate in the investigation of a security incident involving its data.

viii. The Contractor shall be responsible for all costs incurred resulting from any security incidents where it is determined the Contractor is responsible.

ix. The Contractor shall notify and work with the CALPIA to respond timely and correctly to Public Record Act (PRAs) requests.

8. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, Governor Gavin Newsom issued Executive Order N-6-22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals.

“Economic Sanctions” refers to sanctions imposed by the U.S. government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs state agencies to terminate contracts with, and to refrain from entering into any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. Accordingly, should the State determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this agreement. The State shall provide Contractor advance written notice of such termination, allowing Contractor at least 30 calendar days to provide a written response. Termination shall be at the sole discretion of the State.

9. Executive Order N-12-23 – Generative Artificial Intelligence (GenAI)

GenAI Technology Use & Reporting

During the term of the contract, Contractor must notify the State in writing if their services or any work under this contract includes, or makes available, any previously unreported GenAI

At the direction of the State, Contractor shall discontinue the use of any new or previously undisclosed GenAI technology that materially impacts functionality, risk or contract performance, until use of such GenAI technology has been approved by the State.

The State reserves the right to amend the contract, without additional cost, to incorporate GenAI Special Provisions into the contract at its sole discretion and/or terminate any contract that presents an unacceptable level of risk to the State.

10. CALPIA reserves the right to amend the agreement, prior to its expiration, in writing on the STD 213A. CALPIA may adjust the terms of the agreement including but not limited to the following:

A. Decreasing the amount of the contract’s original value.

B. Increasing the contract amount by up to 30% of the original value.

II. PAYMENT PROVISIONS

1. Invoicing and Payment

A. For services satisfactorily rendered, and upon receipt and approval of the invoices, the CALPIA agrees to compensate the Contractor in accordance with the amount specified in the Cost Sheet , Attachment 3, which is attached hereto and made part of this agreement.

B. Travel shall be invoiced separately in accordance with the CALPIA approved Travel Provisions REV – 0324 which are incorporated by reference.

i. All travel for or on behalf of CALPIA shall require written approval by the CALPIA

Project Representative, or designee, in advance.

ii. Mileage reimbursement will not exceed the rate established by California Department of Human Resources (CalHR) at http://www.calhr.ca.gov/employees/Pages/travel-reimbursements.aspx.

iii. Contractor’s headquarters, while providing services to CALPIA, shall be various locations throughout the State of California.

iv. No allowance will be made to commute to or from the CALPIA Central Office, 560 East Natoma Street, Folsom, CA 95630.

C. Invoices shall be itemized and include the time period covered by the invoice, work completed for the period (detailed statement of services) and number of hours worked (if applicable). Invoices shall include the eight-digit Purchase Order (Sage X3) Number, and the Agreement Number referenced in the executed contract cover letter. Invoices shall be submitted in triplicate not more frequently than once every 30 days in arrears to:

CALPIA – Executive

Attention:

Address: 560 E. Natoma Street

Folsom, CA 95630

D. All invoice packages must contain original documents and be legible. Failure to provide original, legible documents will delay payment at Contractor’s expense.

E. Accurate/correct invoice packages must be submitted for review and payment in a timely manner subject to the following:

i. All invoices, including revised/amended/corrected invoices, must be received by

CALPIA within 60 days from the date services were rendered.

ii. Invoices received by CALPIA more than 60 days after the date services were rendered will be denied, deemed a forfeiture of payment by Contractor, and no payment will be issued.

a. It is Contractor’s responsibility to ensure invoices are received by CALPIA by the deadline. No exceptions will be allowed for invoice packages lost in transit unless supported by documentation that they should have arrived on time (i.e., proof of overnight delivery).

b. If a revision/amendment/correction of a timely submitted invoice is requested by

CALPIA, payment will not be forfeited if the requested invoice is received more than 60 days after the date services were rendered.

iii. All invoices received shall be deemed accurate/correct unless Contractor provides

CALPIA with written notice of any error(s) within 60 days from the date services were rendered. Written notice must include a written explanation of the change, a revised/amended/corrected invoice, and supporting documentation.

iv. Invoices received by CALPIA on the 60th day from the date services were rendered cannot be revised/amended/corrected by Contractor except at the request of CALPIA.

F. Contractors unable to provide accurate/correct invoice packages in a timely manner may receive a vendor performance report for failure to meet contract needs. Patterns related to failed vendor performance may result in termination of contract at any time.

G. The Contractor is to provide a monthly report showing billed, paid, and outstanding invoices.

2. Availability of Funds

All financial obligations of CALPIA for the fiscal year(s) encompassed by the term of this agreement are subject to the availability and approval of funding by the Prison Industry Board and/or the presence of sufficient funds to cover those obligations in the fund from which those obligations are to be paid. If such obligations are, or become contingent, on funding by and/or through the CALPIA budget or on the availability of federal funds or on the action of any Legislative body, said obligations are contingent on the appropriation and availability of funds for the purpose of meeting those obligations. If insufficient funds are approved or appropriated or otherwise available in order to meet CALPIA’s obligations under this agreement, CALPIA may immediately terminate this agreement.

3. Prompt Payment Clause

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927. Unless expressly exempted by statute, the Act requires State agencies to pay properly submitted, undisputed invoices not more than 45 days after (a) the date of acceptance of goods or performance of services or (b) receipt of an undisputed invoice, whichever is later.

4. Cash Discounts

CALPIA has a history of taking cash discounts and intends to take advantage of cash discounts offered when they are in the best interest of the CALPIA.

ATTACHMENT 3

COST SHEET

The estimated quantities indicated below will be used solely for computing the cost to determine the best value bidder and is not binding upon the contracting agency. However, the actual costs quoted by the bidder shall be binding for the term of the Agreement. CALPIA is not obligated to purchase any quantity of services from the contractor.

Under no circumstances will the contractor be allowed to use a subcontractor for more than 50% of the contract dollar amount. For all services where a subcontractor is used, the contractor will be required to provide a minimum of 50% of the staffing for the project including project contact person.

It is unlawful for any person engaged in business within this state to sell or use any article or product as a “loss leader” as defined in Section 17030 of the Business and Professions Code.

See Bidders Instructions Item 26 for complete instructions on offering Cash Discounts.

_____% Cash discount for payment within __________ days of receipt.

Item No.

Description of Work Cost per

Page Estimated

Page(s) Estimated

Total

1 Next Day – Transcription Services (1 Original Copy)

$__________ x 475

2 3-5 Working Days – Transcription Services

$__________ x 920

3 6-10 Working Days – Transcription Services

$__________ x 14,820

4 11-15 Working Days – Transcription Services

$__________ x 10,639

GRAND TOTAL

(SUM OF ITEMS 1 THROUGH 4) $_____________

(Basis of Award)

ATTACHMENT 3

COST SHEET (Cont.)

For accounting reporting purposes, please provide the following information: Are you certified with the California Department of General Services, Office of Small Business Certification and Resources (OSBCR) as:

a. California Small Business Micro Business Yes No Yes No

If yes, enter certification number: __________ Expiration Date: __________

b. Disabled Veteran Business Enterprise Yes No

If yes, enter your service code: __________

NAME OF

BIDDER:

COMPANY NAME

ADDRESS:

PHONE: FAX:

EMAIL:

AUTHORIZED

NAME:

PLEASE PRINT

AUTHORIZED

SIGNATURE DATE:

TITLE:

California Prison Industry Authority (CALPIA)

ATTACHMENT 5

DARFUR CONTRACTING ACT CERTIFICATION

Public Contract Code Sections 10475 - 10481 applies to any company that currently or within the previous three years has had business activities or other operations outside of the United States. For such a company to bid on or submit a proposal for a State of California contract, the company must certify that it is either a) not a scrutinized company; or b) a scrutinized company that has been granted permission by the Department of General Services to submit a proposal.

OPTION #1 – DOMESTIC ONLY

If your company has not, within the previous three years, had any business activities or other operations outside of the United States, initial here and submit with your bid package. (Initial ______)

OPTION #2 - CERTIFICATION

If your company, within the previous three years, has had business activities or other operations outside of the United States, in order to be eligible to submit a bid or proposal, please insert your company name and Federal ID Number and complete the certification below.

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that the prospective proposer/bidder named below is not a scrutinized company per Public Contract Code 10476; and I am duly authorized to legally bind the prospective proposer/bidder named below. This certification is made under the laws of the State of California.

Company/Vendor Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County and State of

OPTION #3 – WRITTEN PERMISSION FROM DGS

Pursuant to Public Contract Code section 10477(b), the Director of the Department of General Services may permit a scrutinized company, on a case-by-case basis, to bid on or submit a proposal for a contract with a state agency for goods or services, if it is in the best interests of the state. If you are a scrutinized company that has obtained written permission from the DGS to submit a bid or proposal, complete the information below.

We are a scrutinized company as defined in Public Contract Code section 10476, but we have received written permission from the Department of General Services to submit a bid or proposal pursuant to Public Contract Code section 10477(b). A copy of the written permission from DGS is included with our bid or proposal.

Company/Vendor Name (Printed) Federal ID Number

Initials of Submitter

Printed Nameand Title of Person Initialing

ATTACHMENT 6

APPROPRIATE ATTIRE POLICY

Employees that are not required to wear a state approved uniform shall wear clothing that is conservative, professional, and commensurate with their work environment, and does not pose potential injury while in the performance of their duties. All employees including, but not limited to contract employees, registry employees, volunteers, and off duty custody staff are expected to be in appropriate attire while on Institution grounds. Supervisors are responsible for monitoring their areas daily to ensure that employees comply with this directive. Appropriate, progressive discipline may be taken for violations.

The following guidelines are to be applied:

1. Dresses and skirts must reach at the knee or below when standing and worn in a professional and conservative manner.

2. Capri pants must reach below the knee.

3. Sleeveless garments (i.e., dresses and/or shirts) worn in a conservative and professional manner are permitted. However, these garments must be completely covered when worn in the presence of the inmate population (i.e. corridors, medical areas, housing units, etc.).

4. Spaghetti strapped garments (i.e., dresses, tops) are not permitted.

5. Leggings or any other footless style tights (spandex or cotton) worn under a dress, tunic or skirt are not permitted.

6. Any clothing containing emblems, quotes, lettering, or pictures pertaining to and/or depicting sex, politics, profanity, drugs, alcohol, violence, or illegal behavior are not permitted.

7. Shorts, skorts, tube tops, halter tops, pajama pants and/or lounging pants of any style are not permitted.

8. Sweat suits, jogging suits, nylon suits and/or velour suits are not permitted.

9. Any clothing similar to state clothing colors worn by inmates, (blue chambray, blue denim or orange/white worn as a two-piece) is not permitted.

10.Camouflage clothing of any color is not permitted.

11.Clothing that exposes any part of the midriff is not permitted.

12.All white blouses/shirts must be worn with the appropriate camisole or t-shirt underneath. In addition, the appropriate camisole or t-shirt shall be worn to avoid the perception of a plunging neckline.

13. Visible body piercings other than the ear lobes are not permitted (i.e., eyebrow, cheeks, nose, lip, tongue, etc.). Gauge earrings are not permitted.

14.Excluded Footwear Styles: strapless or any open-toe style shoe, boot or sandal that exposes more than two (2) toes is not permitted.

15.Acceptable Footwear Styles: closed toe or peep-toe style shoes, boot or sandal that exposes less than three (3) toes.

16. Employees that change their hair color or who wear colored extensions, hair pieces, or wigs that alters the appearance from their State identification card or driver's license picture must have authorization from the Watch Commander prior to entering the Institution.

17. Personal clothing shall not be left unattended at any time and shall be removed from the institution at the end of the employee's shift (i.e., sweaters, jackets, coats, scarves, etc.).

18. Safety precautions should be taken into consideration regarding the wearing of ties, scarves, jewelry, and hair ornaments.

19. Healthcare Staff: Chambray blue or blue denim scrubs are not permitted. Orange or white scrubs worn as a solid uniform could be viewed as inmate attire; therefore, these colors shall be worn as a solid bottom with a printed top or vice-versa. Scrubs shall only be worn by certified medical classifications. All laboratory coats must be clean, neat and always display the name(s) of provider(s). No laboratory coats shall display drug (pharmacy) logos or any other unacceptable emblems, quotes or pictures.

20. Employees will not be allowed entrance into the secure perimeter wearing inappropriate clothing. If a disagreement arises, the Watch Commander will be contacted. Only a manager has the authority to send an employee home to change clothing. Reasonable time will be allowed, and the employee will be docked for the time taken.

ATTACHMENT 7

EXPERIENCE/PAST PERFORMANCE (REFERENCES)

Submission of this attachment is mandatory. Failure to complete and return this form with your bid will cause your bid to be rejected and deemed non-responsive, unless otherwise instructed in the Bid Submission section.

1. List all references where similar types of services were performed within the last three (3) years.

Use additional sheets for complete narrative of services provided. If three references cannot be provided, please explain why on an attached sheet of paper.

REFERENCE 1

Name of Firm

Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 2

Name of Firm

Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided

REFERENCE 3

Name of Firm

Street Address City State Zip Code Contact Person Telephone Number Dates of Service Value or Cost of Service Brief Description of Service Provided

ATTACHMENT 8

CONTRACTOR CERTIFICATION CLAUSES

I, the official named below, CERTIFY UNDER PENALTY OF PERJURY that I am duly authorized to legally bind the prospective Contractor to the clause(s) listed below. This certification is made under the laws of the State of California.

Contractor/Bidder Firm Name (Printed) Federal ID Number

By (Authorized Signature)

Printed Name and Title of Person Signing

Date Executed Executed in the County of

1. STATEMENT OF COMPLIANCE: Contractor has, unless exempted, complied with the nondiscrimination program requirements. (Gov. Code §12990 (a-f) and CCR, Title 2, Section 8103) (Not applicable to public entities.)

2. DRUG-FREE WORKPLACE REQUIREMENTS: Contractor will comply with the requirements of the Drug-Free Workplace Act of 1990 and will provide a drug-free workplace by taking the following actions:

a. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations.

b. Establish a Drug-Free Awareness Program to inform employees about:

1) the dangers of drug abuse in the workplace

2) the person's or organization's policy of maintaining a drug-free workplace

3) any available counseling, rehabilitation, and employee assistance programs

4) penalties that may be imposed upon employees for drug abuse violations

c. Every employee who works on the proposed Agreement will:

1) receive a copy of the company's drug-free workplace policy statement; and,

2) agree to abide by the terms of the company's statement as a condition of employment on the Agreement.

Failure to comply with these requirements may result in suspension of payments under the Agreement or termination of the Agreement or both and Contractor may be ineligible for award of any future State agreements if the department determines that any of the following has occurred: the Contractor has made false certification, or violated the certification by failing to carry out the requirements as noted above. (Gov. Code §8350 et seq.)

3. NATIONAL LABOR RELATIONS BOARD CERTIFICATION: Contractor certifies that no more than one (1) final unappealable finding of contempt of court by a Federal court has been issued against Contractor within the immediately preceding two-year period because of Contractor's failure to comply with an order of a Federal court, which orders Contractor to comply with an order of the National Labor Relations Board. (Pub. Contract Code §10296) (Not applicable to public entities.)

4. CONTRACTS FOR LEGAL SERVICES $50,000 OR MORE- PRO BONO REQUIREMENT:

Contractor hereby certifies that contractor will comply with the requirements of Section 6072 of the Business and Professions Code, effective January 1, 2003.

Contractor agrees to make a good faith effort to provide a minimum number of hours of pro bono legal services during each year of the contract equal to the lessor of 30 multiplied by the number of full time attorneys in the firm’s offices in the State, with the number of hours prorated on an actual day basis for any contract period of less than a full year or 10% of its contract with the State.

Failure to make a good faith effort may be cause for non-renewal of a state contract for legal services and may be taken into account when determining the award of future contracts with the State for legal services.

5. EXPATRIATE CORPORATIONS: Contractor hereby declares that it is not an expatriate corporation or subsidiary of an expatriate corporation within the meaning of Public Contract Code Section 10286 and 10286.1 and is eligible to contract with the State of California.

6. SWEATFREE CODE OF CONDUCT:

a. All Contractors contracting for the procurement or laundering of apparel, garments or corresponding accessories, or the procurement of equipment, materials, or supplies, other than procurement related to a public works contract, declare under penalty of perjury that no apparel, garments or corresponding accessories, equipment, materials, or supplies furnished to the state pursuant to the contract have been laundered or produced in whole or in part by sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor, or with the benefit of sweatshop labor, forced labor, convict labor, indentured labor under penal sanction, abusive forms of child labor or exploitation of children in sweatshop labor. The contractor further declares under penalty of perjury that they adhere to the Sweatfree Code of Conduct as set forth on the California Department of Industrial Relations website located at www.dir.ca.gov, and Public Contract Code Section 6108.

b. The contractor agrees to cooperate fully in providing reasonable access to the contractor’s records, documents, agents or employees, or premises if reasonably required by authorized officials of the contracting agency, the Department of Industrial Relations, or the Department of Justice to determine the contractor’s compliance with the requirements under paragraph (a).

7. DOMESTIC PARTNERS: For contracts over $100,000 executed or amended after January 1, 2007, the contractor certifies that contractor is in compliance with Public Contract Code section 10295.3.

8. CONFLICT OF INTEREST: Contractor needs to be aware of the following provisions regarding current or former state employees. If Contractor has any questions on the status of any person rendering services or involved with the Agreement, the awarding agency must be contacted immediately for clarification.

Current State Employees (Pub. Contract Code §10410):

a. No officer or employee shall engage in any employment, activity or enterprise from which the officer or employee receives compensation or has a financial interest and which is sponsored or funded by any state agency, unless the employment, activity or enterprise is required as a condition of regular state employment.

b. No officer or employee shall contract on his or her own behalf as an independent contractor with any state agency to provide goods or services.

Former State Employees (Pub. Contract Code §10411):

a. For the two-year period from the date he or she left state employment, no former state officer or employee may enter into a contract in which he or she engaged in any of the negotiations, transactions, planning, arrangements or any part of the decision-making process relevant to the contract while employed in any capacity by any state agency.

b. For the twelve-month period from the date he or she left state employment, no former state officer or employee may enter into a contract with any state agency if he or she was employed by that state agency in a policy-making position in the same general subject area as the proposed contract within the 12-month period prior to his or her leaving state service.

If Contractor violates any provisions of above paragraphs, such action by Contractor shall render this Agreement void. (Pub. Contract Code §10420)

Members of boards and commissions are exempt from this section if they do not receive payment other than payment of each meeting of the board or commission, payment for preparatory time and payment for per diem. (Pub. Contract Code §10430 (e))

9. LABOR CODE/WORKERS' COMPENSATION: Contractor needs to be aware of the provisions which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions, and Contractor affirms to comply with such provisions before commencing the performance of the work of this Agreement. (Labor Code Section 3700)

10. AMERICANS WITH DISABILITIES ACT: Contractor assures the State that it complies with the Americans with Disabilities Act (ADA) of 1990, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA.

(42 U.S.C. 12101 et seq.)

11. CONTRACTOR NAME CHANGE: An amendment is required to change the Contractor's name as listed on this Agreement. Upon receipt of legal documentation of the name change the State will process the amendment. Payment of invoices presented with a new name cannot be paid prior to approval of said amendment.

12. CORPORATE QUALIFICATIONS TO DO BUSINESS IN CALIFORNIA:

a. When agreements are to be performed in the state by corporations, the contracting agencies will be verifying that the contractor is currently qualified to do business in California in order to ensure that all obligations due to the state are fulfilled.

b. "Doing business" is defined in R&TC Section 23101 as actively engaging in any transaction for the purpose of financial or pecuniary gain or profit. Although there are some statutory exceptions to taxation, rarely will a corporate contractor performing within the state not be subject to the franchise tax.

c. Both domestic and foreign corporations (those incorporated outside of California) must be in good standing in order to be qualified to do business in California. Agencies will determine whether a corporation is in good standing by calling the Office of the Secretary of State.

13. RESOLUTION: A county, city, district, or other local public body must provide the State with a copy of a resolution, order, motion, or ordinance of…